Roles on Activities and Categories

An admin will now be able to configure the fields that display on an activity to look at the primary registrant and/or guest role chains. In addition, they will be able to include guests on the category and have the fields on the category display based on the primary registrant and/or guest role chains.

Configuring the Activity to Look at the Primary Registrant and/or Guest Role

When adding an activity to an event, you will have three options that are displayed when the 'Allow registrants to bring guests' option is selected. These options will be used to determine who gets to see the activity and what fields are displayed in each activity. Prior to the November 2014 launch, these three options were used to determine if the activity was displayed and which registrants would be listed under the activity. With the November launch we have added the ability to display the fields in the category based on the option selected.

The first option will look at the role of the primary registrant to determine if the activity should be displayed and will list both the registrant and the guests in the activity. The fields displayed under the primary registrant and the guests will look at the primary registrant's role.

The second option will look at the role of the primary registrant and the guest. If the primary registrant or any of the guest meet the role set for the activity, then the activity will be displayed. Only those who meet the role set in the activity will be listed in the activity. The fields displayed under the primary registrant or the guest will look at the individual's role. This means if the primary registrant is listed on the activity, then the fields displayed will look at the primary registrant's role and if a guest is listed on the activity, then the fields displayed will look at the guest's role.

The third option will look at the any role (primary registrant and the guest). If the primary registrant or any of the guests meet the role set for the activity, then the activity will be displayed and all registrants (primary registrant and all guests) will be listed in the activity. The fields under the primary registrant and the guest will look at all roles (guest and primary registrant) and will display all fields matching on any of the role chains.

See the attached image below for more information on Roles in Activities and Categories.

Adding the Event Guest Role Chain Support to Categories

Prior to the November launch, any category that was added looked at the primary registrant role to determine if the category should be displayed and what fields should be displayed. Now, we have added three options that are similar to the options available when configuring an activity, that will determine who gets to see the activity and what fields will be displayed.

The first option will look at the primary registrant's role. The category will display if the primary registrant meets the role defined for the category. The fields displayed in the category will all look at the primary registrant's role to determine if they will display.

The second option will look at the primary registrant and the guest role. The category will display if either the primary registrant or the any of the guests meet the role defined for the category and only those who meet the role will be listed in the category. The fields displayed in the category under the primary registrant will look at the primary registrant role and the fields displayed in the category under the guest's will look at the role of each guest.

The third option will look at the the primary registrant and guest role. The category will display if the primary registrant or any of the guest meet the role defined for the category and the primary registrant and all of the guest will be listed in the category. The fields displayed will look at all registrant's role.

Configuring the Category to Collect Primary Registrant and Guest Information

An option to 'Enable the category to collect primary registrant and guest information' is available in Manage Forms > Category Settings. This option will add the primary registrant and each guest to the category. The fields configured for the category will be repeated for the primary registrant and each guest, so specific information can be collected for each. This will be similar to the way activities display registrants, but there will be no checkboxes.

This functionality, along with the guest role support on categories, will allow admins to set up a Homecoming or Reunion Package solution, for example. Questions could be asked on the Registrant step and on the Guest step to find out the days they are celebrating. Based on the answers provided, the category could display the primary registrant and each of their guests with the commerce dropdown that has package pricing associated with the days they plan to attend the event.

NOTE: Be careful when setting up roles at the category, activity and field levels. You don't want to end up with a scenario where the category / activity is role-based away, but a field on that category / activity still applies to everyone. This could cause issues when registering for the event.